The Work in Process & Billed vs Unbilled series of reports were developed primarily for large commercial dealers utilizing the Progress Billing feature. However, owners/ managers of all types of retail business should read through the section on Work in Process – Costs From JC to find out how that report can assist with keeping your system clean and up to date. (For information on Progress Billing, please refer to the Sales Processing manual.) There is more than one report listed because each is tied to a different costing source in the system. This was done in order to accommodate the needs of a variety of Users. The general purpose of these reports is to help the User keep track of cost and revenue information for financial statement purposes. In other words, the reports show if too much profit is being taken when you don’t yet have costs in the system that correspond with the profit and vice versa. They also show how much actual cost has been accumulated to date and how much is as yet estimated. At the end of each report, for those dealers using the Under Billed Sale amount to calculate a percentage of the cost, the report will display that calculation (cost). These reports are generally run prior to printing a monthly financial statement so that adjustments can be made in the General Ledger to reflect a more accurate Profit & Loss Statement (adjustments must be reversed out once the statement is printed for the month).
Jobs that have been canceled in the system will reflect values on this report unless all of the order lines on those jobs have been deleted—always be sure to delete order lines on canceled jobs. To print any of these reports for another Branch, you must switch to that Branch and then print the applicable report.
Important: The Work in Process & Billed vs Unbilled series of reports are designed to print landscape instead of portrait. They must be printed on a laser printer. Two of the reports will export to Excel as noted below.
WORK IN PROCESS – COSTS FROM JC:
Owners/managers of all flooring businesses should consider printing this report on almost a daily basis to assist with staying on top of open Jobs in the system. The report will indicate whether inventory on a Job has been received (it will show in the Material Costs To Date column), whether the Job has been invoiced but not closed or only partially invoiced (the amount invoiced will show in the Total Billed To Date column), whether the Job has been installed (it will show in the Labor Cost To Date column), and the profit and margin on each Job (these will display in the Profit and Profit % columns respectively). Unless there are extenuating circumstances, no residential Job should be more than 3-4 weeks old. If there are no remaining costs to complete on a Job, the Job is more than likely ready to be invoiced and closed. Residential, Property Management, and Builder dealers will not necessarily use the Over/Under Billed column of this report—that was implemented primarily for large commercial dealers to keep track of whether they are over or under billed on long-term projects. Also specific to commercial dealers, the Excel export data will include the Project Name from the Projects module.
The Material Costs To Date column of this report gets its cost information from the value of the inventory that has been assigned to a line. The information that appears in this column is the same information that can be seen in the View Job Cost or Cost Maintenance modules. By the time the Vendor Invoice is posted in the system, this value may change. This report can be printed by Customer, by Order Date, by Job Number, by Job Type, or by Salesperson. The Labor Costed To Date values come from the same source for all of the reports: the Installer Payables Report. The Special Costed To Date values come from the cost inputted at the time a Special Charge line was entered in the system—this is also the same for all reports. The To Be Costed column values for all reports come from the system catalog originally, and are updated through the Purchase Orders module. The data generated in this report can be exported to Excel but the columns will not automatically total—you will need to use Excel formula functionality to create totals.
When you enter this report module, the system will place the cursor in the following Select/Option menu:
Through this menu, you have the ability to customize this report. If you do not wish to customize the report, you can simply arrow down to the Print option and hit enter. You can set one or more of these options at your discretion. By selecting the Branch option, the system will place the cursor at a Beginning Branch prompt. You then have the option of entering a Beginning Branch ID or hitting the (F1) key to print for All Branches. If you enter a Beginning Branch ID, the system will then prompt you to enter an Ending Branch ID, so you can print for only one Branch or a range of Branches. Also, if you have enabled Region Reporting in the Company Control 2 level screen of the System Control Maintenance module, you will also have the option to sort the report by Region. This option works the same as described above.
The By Customer option will allow you to print the report for only one Customer or for a range of Customers. The By Date option will allow you to print the report for only one day or for a range of days. The By Job Number option will allow you to print the report for only one Job or for a range of Jobs. The By Job Type option will allow you to print the report for only one Job Type or for a range of Job Types. The By Salesrep option will allow you to print the report for only one Salesperson or for a range of Salespersons. The By Install Date option will allow you to print the report for only one Install Date or a range of Install Dates.
When you have programmed your options, arrow down to the Generate Screen option and hit enter. The system will prompt the following question: Enter Job Status To Print: (F1) to Lookup. If you would like to customize by a Job Status Code, type that Code in this field or hit the F1 key for a lookup. Otherwise, enter through this prompt to include all Job Status Codes. The next prompt will appear as follows: Print Only Jobs With Zero Cost To Complete? (Y,N): N. Hit enter to include Jobs that still have outstanding costs, or type a “Y” to print only Jobs with zero costs to complete. The next question will be the following: Include Unassigned / Unordered Material In Costs to Complete? (Y,N): Y. Hit enter to include unassigned/unordered material, or type an “N” to exclude. The next question will be the following: Only Print Jobs That Are Progress Billed (Y,N): N. If your company utilizes the Progress Billing feature in the system, and you want to only see Progress Billed Jobs, change this prompt to “Y” for yes; otherwise, hit enter to proceed. The last question will appear as follows: Do You Want to Only Print Jobs below a set gross margin (Y,N): N. The default is set to “N” for no so if you don’t wish to use this feature, simply hit enter. However, if you would like to see all Jobs below a certain gross profit percentage, type a “Y” for yes at this prompt. The system will then prompt the following: Set Gross Margin. You will need to type in a whole number such as “30” for 30%. The report will then sort through and only print Jobs with a profit margin percentage below that number. Please Note: Credit Memos will be included in this sort as they appear as negative profit margins on the report. When you have entered through the last question, the report will generate a detail screen as follows:
From this screen, you can click on a line to prompt an additional screen that will display each line on the job as follows:
From this screen you can click on the Notes button to see any notes tied to the Job, or you can click on the Print Total JC button to print out a complete Job Cost report for the job. You can click the Job Status button to prompt a Job Status Code box and change the current Code if applicable. The Exit button will return you to the previous screen. Back in the first screen, if you click on the Totals button, the system will display a Report Totals box as follows:
This screen displays the combined totals of all the jobs included on the Work In Process Reporting screen. Click the Exit button to return to that screen. By clicking the Print button in the initial screen, the system will print out the information you see in that screen. You can also click the Exit button to return to the Job Cost Reports menu.
This module works almost identical to the Work in Process – Costs From JC module explained above, but will only show invoiced lines from a Job; it will not show Work in Process values. The Material Costs To Date column gets costs from the inventory record just as with the report above. The same options and questions that were explained above will operate in the same way in this module. This report can be exported to Excel.
The Material Costs To Date column of this report receives cost information only when the Vendor Invoice is posted in the system through the A/P Open Item Maintenance module. If you prefer to see costs only when they have been verified through the Accounts Payable department, then utilize this report or the one below. When you add or edit a Special Charge order line in the Order Entry module, the system will prompt an option to make the cost “Actual” or “Estimate.” When a line is set to Actual, it appears on this report as a Cost-to-Date, and when it is set to Estimate, it appears on this report as a Cost-to-Complete.
Just as with the Cost By Source View / Print module, this report will not work unless it is enabled in the System Control Maintenance module. If the control is not enabled, when you enter into the screen, the following message will appear: System Control Option: “J/C Detail Questions in A/P”, Not Enabled. If this is the case, you will need to refer to the System Maintenance section of this manual for instructions on enabling this option in the System Control Maintenance module.
This report module works the exact same way as the Billed vs Unbilled – Costs From JC report module explained above. Please see that module explanation above for instructions on printing this report.
As with the report above, this report is also updated when the Vendor Invoice is posted in the system through the A/P Open Item Maintenance module. When an open PO is tied to a Vendor Invoice, the system brings up the “Review P. O. History” option. At that time, the Material Costs To Date column in this report is updated. Until then, the value stays in the To Be Costed column. Use this report if you do not use the Billed vs Unbilled – Costs From A/P report. This report module works the same way as the Billed vs Unbilled – Costs From JC report module explained above. Please see that module explanation above for instructions on printing this report. This report can be exported to Excel.
This report will give you Labor Costs To Date for all Jobs or a range of Jobs based on sort criteria options in the Select Option box. If labor on a Job has been paid through the Installer Payables module, the costs will be considered Labor Costs To Date, if they have not been paid, then they will be considered Labor Costs To Complete. This report will display only Jobs with un-invoiced Labor Lines and will show the amount paid and to be paid so that journal entries can be made for work in progress labor on your financials. You will be able to customize this report using the same options that were explained above in the Billed vs Unbilled – Costs From JC module. This report can be exported to Excel.